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VueMinder Calendar Help - Calendar Items List

Current as of Version 7.1.0

Overview

The Calendar Items area of the main window contains tabs for listing the calendars, categories, priority types, and locations. When the "Color Events Using" option in the View menu is set to use the active tab in the Calendar Items area, switching between the tabs will recolor events based on the associated calendar, category, priority, and location appearances. The Calendar Items area also allows events to be filtered from the display, by unchecking items you don't want to see.

• Double-click an item in the list to open it. When double-clicking a calendar name, the Calendar Properties window will be displayed. Similarly, when double-clicking a category, priority, or location, the Category Editor, Priority Editor, or Location Editor will be displayed, respectively.
• The checkboxes can be used to toggle the display of events in the Calendar View, Desktop Calendar, and Event List. This allows events associated with the unchecked item to be filtered from the display. Any combination of items can be checked or unchecked.
• The calendar checkboxes can be used to filter the calendars exported to Outlook or Excel when the "Visible Calendars" option is selected in the Export Calendar window.
• The appearance settings for the currently selected calendar can be modified from the Appearance Toolbar or the Calendar Properties window. Likewise, appearance settings for the categories, priority types, and locations can also be modified via the Appearance Toolbar, or by opening the appropriate editor from the Tools menu.
• An example Calendar List containing several calendars is shown below. As you can see, the calendar appearance settings are also applied to the calendar names to help visually distinguish which events belong to which calendar. Calendars can also be arranged within different calendar groups.

Calendar Icons

Calendars displayed in the list can have varying icons or combinations of icons...

• The active calendar will include a green selection indicator. This is the default calendar when creating new events.
• A published calendar will have an orange arrow pointing up.
• A subscribed calendar will have an orange arrow pointing down.
• A calendar that is both published and subscribed will have orange arrows pointing up and down.
• A calendar that is shared over a local network will be shown with a hand icon, similar to the sharing icon used by Windows.
• A calendar that is synced with Outlook will have a small icon that looks similar to the Outlook icon.
• A calendar that is synced with Google Calendar will have a small icon consisting the a G within a blue circle..
• All other calendars will display as a plain calendar icon.

Filtering Calendar Items

On each of the tabs of the Calendar Items area, checkboxes are displayed for the various items. These checkboxes are used for filtering display of associated events from the Calendar View. For example, if you have a calendar containing events that you usually don't need to see, you can uncheck the calendar in the list. Similarly, if there is a certain category of events, event location, or priority type that you don't need to see, those can be filtered as well. When items are filtered, a message will be displayed at the bottom of the Calendar Items area. This message contains an "X" button, allowing the filter to be reset, so all events will be displayed.

Any tab having one or more active filters will have its name in bold. In the example above, every tab has at least one filtered item.

Context Menu Commands for Calendars

Right-clicking a calendar in the Calendar List will result in the following context menu being displayed:

New Calendar

• After selecting this option, a new calendar entry will be added to the Calendar List.
• The new calendar will become the default calendar when creating new events. You can change the default calendar by clicking on a different calendar in the list.
• The formatting of events belonging to the calendar can be modified by using the Appearance Toolbar or Calendar Properties command.
• The keyboard shortcut is Ctrl+Shift+C.

New Shared Calendar

• This command is similar to the "New Calendar" command, except the created calendar will default to being shared over the local network.
• The user permissions for the shared calendar can be adjusted on the Sharing tab of the Calendar Properties window, which will be automatically displayed after selecting this command.

New Calendar Group

• This command will create a new top-level calendar group.
• Calendar groups can be used to logically group similar calendars. For example, if you have several calendar subscriptions, you could create a new calendar group named "Subscriptions" to contain these.
• After creating a new group, existing calendars can be dragged and dropped into the new group.

Calendar Properties

• This will open the Calendar Properties window for the currently active calendar, where the calendar's appearance, event defaults, subscription settings, publishing settings, and Outlook synchronization settings can be viewed or modified.
• The keyboard shortcut for accessing the Calendar Properties is F2.

Rename Calendar

• This command will allow the calendar to be renamed.
• If a name is entered that is already used by a different calendar, the name change will be rejected. Calendar names must be unique and non-blank.

Categorize Calendar

• This command will allow all events belonging to the calendar to be re-categorized.
• For example, if you've imported a calendar of birthdays, but all events are set to the "Default" category, you could categorize all events belonging to the imported calendar to the "Birthdays" category by using the "Categorize Calendar" command.

Delete Calendar

• This command will delete the active or selected calendar.
• Before the calendar is deleted, you will be prompted to confirm the deletion.
• The keyboard shortcut for deleting a calendar is the Delete key.

Add Shared Calendar From Local Network

• Select this command to add an existing shared calendar to the Calendar List.
• The Add Shared Calendar window will appear, listing any shared calendars you can access.
• The keyboard shortcut for adding a shared calendar from the local network is F9.

Add Calendar Subscription

• This will initiate a new calendar subscription.
• A new calendar will be created and added to the Calendar List.
• The Subscribe to Calendar window will then be displayed, allowing the location of the calendar to be specified, along with other subscription settings.
• If the new calendar is successfully subscribed, it will automatically be named based on the source calendar.
• The keyboard shortcut for adding a calendar subscription is F6.

Add Public Calendars and Holidays

• After selecting this command, the Add Public Calendar window will be displayed, allowing you to browse a list of publicly available calendars and select ones that you would like to add to your calendar list.
• These public calendars cover things like holidays for a variety of countries and religions, sports and entertainment events, science and astronomy events, and much more.

Add Google Calendar

• This command allows you to add an existing Google Calendar to your calendar list.
• Selecting this command will result in the Add Google Calendar window appearing, where you can select from the calendars seen in Google Calendar and add those to VueMinder Calendar.
• When adding a Google Calendar, you can choose from several sync methods, including 1-way and 2-way. You can also adjust the sync frequency, or configure the calendar to only sync when a change is detected.

Export Events

The Export Events menu option expands into a submenu allowing the selected calendar to be exported to an iCalendar (ICS) formatted file, to an Excel spreadsheet, or to Outlook. Depending on the selected command, the corresponding tab on the Export Calendar Window will be displayed, where the selected calendar can be exported.

To iCal (ICS)

• Exporting using this option will allow your exported calendar to be imported by anyone else that is using VueMinder Calendar or another calendar program that supports importing iCalendar (.ics) formatted files.
• Exporting differs from publishing because an exported calendar won't be synchronized or automatically updated when changes are made.

To Excel

• This command exports appointments belonging to the selected calendar and within a specified range of dates to Microsoft Excel. The exported appointments can be saved to an Excel workbook, or as any other file type Excel is capable of saving, such as XML, HTML, or plain text.
• When exporting to an Excel workbook, the generated workbook can also be imported into VueMinder Calendar.
• This command requires Microsoft Excel 2003 or later to be installed.

To Outlook

• This command exports the selected calendar to Microsoft Outlook.
• If you prefer to keep your calendar automatically synchronized with Outlook, you can enable Outlook synchronization in the Calendar Properties instead of manually exporting.
• This command requires Microsoft Outlook 2003 or later to be installed.

Import Events

The Import menu option expands into a submenu allowing calendars to be imported from an iCalendar (ICS) formatted file, from an Excel spreadsheet, or from Outlook. Depending on the selected command, the corresponding tab on the Import Calendar Window will be displayed, where calendars can be imported.

From iCal (ICS)

• This command imports a calendar using the standard iCalendar (.ics) format. Calendars of this format are are widely available on the web, and can cover everything from standard holidays to the schedule of your favorite television show.
• Importing differs from subscribing because an imported calendar won't be synchronized or periodically updated from the source. If you expect the source calendar is likely to change, subscribing to the calendar may be a better option. If, on the other hard, the source calendar is not likely to change, or is located somewhere that is not always accessible, importing may be the better option.

From Excel

• This command imports appointments from a Microsoft Excel workbook. The appointments can belong to one or more calendars. Calendars that don't exist yet will be created. Events that are already present in VueMinder Calendar will be updated rather than duplicated.
• This command requires Microsoft Excel 2003 or later to be installed.

From Outlook

• This command imports one or more calendars from Microsoft Outlook.
• If you prefer to keep your calendar(s) automatically synchronized with Outlook, you can enable Outlook synchronization in the Calendar Properties instead of manually importing.
• This command requires Microsoft Outlook 2003 or later to be installed.

Share Calendar

The Share Calendar menu option expands into a submenu of commands for calendar sharing and synchronization.

Share to Local Network

• Select this command to share the currently active calendar over your local network.
• The Sharing tab of the Calendar Properties window will be displayed, allowing you to specify the default permission level and optionally override the default for specific Windows usernames.
• After sharing a calendar, other users can select the "Add Shared Calendar From Local Network" command to add the shared calendar to their Calendar Lists, if they have permission to see the shared calendar.
• The keyboard shortcut for sharing a calendar to the local network is F10.

Outlook Sync

• Selecting this command will configure the currently active calendar to be synced with Outlook. This is done via the Outlook tab in the Calendar Properties window.
• For best results, before selecting this command, ensure a calendar of the same name already exists in Outlook. or create it if necessary. Calendars synced between VueMinder Calendar and Outlook must have exactly the same calendar name in both programs.
• This command is compatible with Outlook 2003 and later. Earlier versions of Outlook won't sync correctly, if at all. Also, Outlook Express is not supported.
• Calendars that are shared over the local network cannot also be synced with Outlook.

Google Calendar Sync

• Selecting this command will configure the currently active calendar to be synced with Google Calendar. This is done via the Google Calendar tab in the Calendar Properties window.
• Calendars that are shared over the local network cannot also be synced with Google Calendar.

Publish

• This command will display the Publish tab Calendar Properties window for the currently active calendar, where publishing settings can be viewed or defined.
• The keyboard shortcut for accessing the Publish Calendar window is F8.
• Calendars that are shared over the local network cannot be published.

Subscribe

• This command will display the Subscribe tab of the Calendar Properties window for the currently active calendar, where subscription settings can be viewed or defined.
• The keyboard shortcut for accessing the Subscribe to Calendar window is F7.
• Calendars that are shared over the local network cannot be subscribed.

Sync Calendar

• This command will synchronize the active calendar.
  • For calendars that are published, the latest changes will be updated to the publishing location.
  • For calendars that are subscribed, the calendar will be updated from the subscription location. Any local modifications will be overwritten unless the calendar is also published.
  • This command will synchronize calendars that are shared with Microsoft Outlook.
• This command is not available for calendars shared over a local network, since those sync automatically when required.
• For calendars that are shared with Outlook and also published and/or subscribed, the subscription update will happen first, followed by Outlook synchronization, and then the calendar will be published. This allows VueMinder Calendar to effectively publish Outlook calendars to wherever you'd like, or to update Outlook calendars from any iCalendar source, including those on secure servers.
• During the Sync operation, the status bar will update to show the current status. After the Sync operation completes, the status bar will indicate "Ready".
• This option is not available if the active calendar is not published, subscribed, shared with Outlook, or shared with Google Calendar.
• The keyboard shortcut for syncing the current calendar is F5.

Sync All

• This command will synchronize all calendars that are published, subscribed, shared with Outlook, or shared with Google Calendar.
• This is equivalent to performing a Sync command on each calendar, except it is done as one operation.
• During the operation, the status bar will update to show the current status. After the Sync operation completes, the status bar will indicate "Ready".
• The keyboard shortcut for syncing all calendars is Ctrl+F5.

Send Calendar via Email

• This command will save the currently selected calendar as an iCalendar (.ics) file and attach it to a new email using your default email client.
• If you don't have an email program installed or configured on your computer, this command won't do anything.
• The keyboard shortcut to send a calendar or event via email is Ctrl+E.

Context Menu Commands for Calendar Groups

Right-clicking a top-level calendar group will result in the following menu. Most of the commands are the same as the ones described above, when right-clicking a calendar name. However, a few are different, and will be described below.

Rename Calendar Group

• This command allows the calendar group to be renamed.
• Calendar groups can have any name, as long as the name is unique and not used for any other calendar groups.

Delete Group

• This command will delete the calendar group and all calendars it contains. Use with caution!

Context Menu Commands for Categories, Priorities, and Locations

When right-clicking a category, priority, or location, a context menu similar to the one shown below will be displayed. In the example below, a category was clicked. Similar commands will be displayed for priority types and locations.

New Category / Priority Type / Location

• This command will create a new category, priority type, or location, and then display the new type in the appropriate editor window, where its appearance can be optionally modified.
• After adding a new type, the displayed list will be refreshed.

Delete Category / Priority Type / Location

• This command will delete the selected category, priority type, or location.
• Any events or tasks associated with the deleted item will be automatically updated to remove the association.

Show Selected Category / Priority Type / Location

• This command will cause the selected item to be visible. In other words, if it was previously filtered, it will no longer be filtered after selecting this command.
• This is equivalent to checking an item's box.

Hide Selected Category / Priority Type / Location

• This command will cause the selected item to be filtered. In other words, any events or tasks associated with the selected item will not be displayed in the Calendar View.
• This is equivalent to unchecking an item's box.

Show All / Hide All

• These commands will check or uncheck all items.
• If you only need to see one calendar item type, and don't care to see all the others, use the "Hide All" command first and then check only the item you wish to see. This is much faster than individually unchecking each listed item.
• To restore visibility of all items, click the "Show All" command.

Properties

• This command will show the Calendar Properties window when a calendar has been right-clicked. Similarly, is a category, priority, or location was right-clicked, the Category Editor, Priority Editor, or Location Editor will be displayed, respectively.
• Selecting this command is functionally equivalent to double-clicking an item.

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